0:06 — How documents feed PairSoft Pay — The presenter explains that PaperSave ties to PairSoft Pay through a document, which may be an invoice that already went through the PaperSave approval process and created an ERP transaction, or a document produced by uploading data from the ERP system for organizations not using PaperSave. 0:49 — The payment review workflow step — All of this sits inside a workflow, and the focus is the approve and pay stage, called the payment review step. Depending on which PairSoft tools an organization uses, this may be the very first step of its process. 1:11 — The queue of approved invoices — The demo queue holds 25 invoices that have all been processed and approved, either through the PaperSave approval workflow or manually with a transaction entered in the ERP system. 1:34 — Building a payment batch — This screen is where the batch of invoices to be paid is assembled, replacing the conventional process of running a payment batch in the accounting system, printing a ledger, having someone mark the invoices to pay, and then running checks. Approval can happen here as well, or be split into two separate steps. 2:13 — Filtering the invoice list — The list can be filtered by due date, vendor, post date, invoice date, or dollar amount, using one or several of those at once. Filtering to invoices with a due date on or before the 21st narrows 25 invoices down to about 20. 3:19 — Approving in bulk or one at a time — With the filter applied and all invoices already approved, every item can be selected and sent through approve and pay at once, or invoices can be opened one at a time by hyperlink, optionally after filtering to those over a certain dollar amount. 3:46 — Invoice detail and workflow history — An individual invoice shows a set of fields on the right because the system is tied to an ERP system that PaperSave connects to, along with workflow history covering when the document was routed, who approved it, when it was submitted to the ERP system, and the payables transaction that was created. 4:30 — What approve and pay does — Approve and pay is the sign-off equivalent of a treasurer or finance director approving an AP report, but it also sends data in two directions: to PairSoft Pay, described as tied to Fenixio, to pay the invoice, and into the ERP system to create the payment transaction. This removes both the manual payment transaction entry and the printing of checks or processing of ACH. 5:32 — Document status and rejecting a payment — For organizations using PaperSave with their accounting system, the document’s workflow status updates to show it has been processed to pay. A reject button is also available, can be configured to require a reason such as items not as expected, and routes the invoice to a separate investigation step without creating a payment transaction or sending it to the payment portal, while the audit trail tracks the movement. 6:56 — Remaining invoices and an automatic queue — After the filtered invoices are processed, clearing the filter shows five invoices remaining that are not due until the end of July or the beginning of August. The queue grows on its own as invoices are approved through the PaperSave workflow or as ERP transactions are created automatically or manually. 7:47 — Entering the PairSoft Pay portal — The payment portal is reached from another tile on the home page, which not every user will have access to. Clicking it opens a window that requires a username and password and lands on the portal dashboard. 8:18 — The payment dashboard and payment mix — The dashboard summarizes payments and can be searched by buyer, supplier or vendor, invoice number, date, payment status, and stage such as processing or distributed. The presenter notes nothing is actually being paid in this environment, and that the stage view is most useful early on for watching the payment mix shift from checks toward ACH and virtual card as vendors are onboarded. 9:39 — Drilling into a single payment — Filtering down to one payment, for the vendor Wex Enterprises paid by ACH, shows the payment detail along with the individual steps and the dates involved in each step of the payment. 10:22 — Check payments and vendor choice — Vendors who insist on checks, or who receive them under specific payment arrangements or discounts, will not be forced to change. For check payments, a hyperlink leads to images of both the check sent and the processed cleared check. 11:06 — Reconciliation handled automatically — PairSoft Pay updates the payment record when payment is received, cash is settled, and checks clear, removing the need for manual reconciliation in the accounting system. Aging payments remain visible in the portal, and the presenter contrasts this with the frustration of month-end reconciliation with outstanding checks.

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Demo: The Last Mile of a PairSoft Pay payment

Key takeaways

PairSoft Pay attaches payment approval to a document and workflow, where the document may come from a PaperSave approval process or from data uploaded out of an ERP system.
A payment review step collects already-approved invoices into a queue that can be filtered by due date, vendor, post date, invoice date, or dollar amount to build a payment batch.
Clicking approve and pay sends data in two directions at once: to the PairSoft Pay portal to pay the invoice, and to the ERP system to create the payment transaction.
Approving payment this way removes the separate steps of creating the payment transaction in the ERP system and printing checks or running ACH.
A reject option, which can require a stated reason, routes the invoice to a separate investigation step instead of creating a payment transaction or sending it to the payment portal.
The PairSoft Pay portal dashboard shows payments by buyer, supplier, invoice number, date, status, and stage, and can drill into an individual payment’s steps and dates.
PairSoft Pay updates settlement and cleared-check information back into the accounting system, so manual reconciliation of payments is not required.

Overview

This demonstration walks through what the presenter calls the last mile of a PairSoft Pay payment: the point where an already-approved invoice becomes an actual payment. The starting point is a document in PaperSave. That document may be an invoice that already went through the PaperSave approval process and created a transaction in the ERP system, or it may simply be a document produced by uploading data out of the ERP system for organizations not using PaperSave. Either way, the document is tied to a workflow, and the step under discussion is the payment review step. Depending on which PairSoft tools an organization uses, this may be the first step of its process.

The payment review queue in the demonstration holds 25 invoices, all of which have already been approved, either through the PaperSave approval workflow or manually, with a transaction entered in the ERP system. The queue is where a payment batch is assembled. The presenter compares this to the conventional process of running a payment batch in the accounting system, printing a ledger, handing it to someone to circle or check the invoices they want paid, and then running the checks. Here, the list can be filtered by due date, vendor, post date, invoice date, or dollar amount, alone or in combination. Filtering to invoices due on or before the 21st narrows the list from 25 to about 20. From there, all filtered invoices can be selected and approved at once, or each can be opened individually by hyperlink to review its fields, including ERP-linked data and the workflow history showing when the document was routed, who approved it, when it was submitted to the ERP system, and the payables transaction that was created.

The approve and pay action is presented as the equivalent of the sign-off a treasurer or finance director gives on an AP report, but with the downstream work already built in. Pressing it sends data in two directions: to PairSoft Pay, described as tied to Fenixio, to pay the invoice, and into the ERP system to create the payment transaction. That eliminates both the manual creation of the payment transaction and the printing of checks or processing of ACH. For organizations using PaperSave alongside their accounting system, the document’s workflow status is also updated to show it has been processed to pay, giving a visible record at any time. A reject button is available as the alternative, and it can be configured to require a reason, such as items not as expected. Rejecting does not create a payment transaction and does not send the invoice to the PairSoft Pay portal; instead it moves the document to a separate step for investigation, with the workflow audit trail tracking that movement.

After the filtered invoices are processed, clearing the filter shows the five remaining invoices that are not due until the end of July or beginning of August. The presenter notes that this queue grows on its own as invoices are approved through the PaperSave workflow or as transactions are created automatically or manually in the ERP system, so the list of items awaiting payment approval stays current without additional effort.

The second half of the demonstration follows the data into the PairSoft Pay payment portal, reached from another tile on the home page, which prompts for a username and password. The portal’s dashboard summarizes payments and can be searched or filtered by buyer, supplier or vendor, invoice number, date, payment status, and stage, such as what is in processing versus what has been distributed. The presenter states plainly that nothing in the demonstration environment is actually being paid and that the data shown has been in the system for some time. The stage view is described as most useful in the early months of using PairSoft Pay, when organizations still printing checks or using a mix of checks and ACH can watch the payment mix shift toward ACH and virtual card as vendors are onboarded. Drilling into a single payment, in this case one to Wex Enterprises paid by ACH, shows the individual steps of the payment and their dates. Vendors who still receive checks remain supported, and the presenter says vendors will not be forced to change how they are paid; for check payments a hyperlink leads to images of both the check sent and the processed cleared check. Because PairSoft Pay writes back settlement, cleared-check, and date information as payments progress, manual reconciliation in the accounting system is not needed, and aging payments remain visible in the portal while PairSoft Pay manages them.

Chapters

0:06 — How documents feed PairSoft Pay — The presenter explains that PaperSave ties to PairSoft Pay through a document, which may be an invoice that already went through the PaperSave approval process and created an ERP transaction, or a document produced by uploading data from the ERP system for organizations not using PaperSave.
0:49 — The payment review workflow step — All of this sits inside a workflow, and the focus is the approve and pay stage, called the payment review step. Depending on which PairSoft tools an organization uses, this may be the very first step of its process.
1:11 — The queue of approved invoices — The demo queue holds 25 invoices that have all been processed and approved, either through the PaperSave approval workflow or manually with a transaction entered in the ERP system.
1:34 — Building a payment batch — This screen is where the batch of invoices to be paid is assembled, replacing the conventional process of running a payment batch in the accounting system, printing a ledger, having someone mark the invoices to pay, and then running checks. Approval can happen here as well, or be split into two separate steps.
2:13 — Filtering the invoice list — The list can be filtered by due date, vendor, post date, invoice date, or dollar amount, using one or several of those at once. Filtering to invoices with a due date on or before the 21st narrows 25 invoices down to about 20.
3:19 — Approving in bulk or one at a time — With the filter applied and all invoices already approved, every item can be selected and sent through approve and pay at once, or invoices can be opened one at a time by hyperlink, optionally after filtering to those over a certain dollar amount.
3:46 — Invoice detail and workflow history — An individual invoice shows a set of fields on the right because the system is tied to an ERP system that PaperSave connects to, along with workflow history covering when the document was routed, who approved it, when it was submitted to the ERP system, and the payables transaction that was created.
4:30 — What approve and pay does — Approve and pay is the sign-off equivalent of a treasurer or finance director approving an AP report, but it also sends data in two directions: to PairSoft Pay, described as tied to Fenixio, to pay the invoice, and into the ERP system to create the payment transaction. This removes both the manual payment transaction entry and the printing of checks or processing of ACH.
5:32 — Document status and rejecting a payment — For organizations using PaperSave with their accounting system, the document’s workflow status updates to show it has been processed to pay. A reject button is also available, can be configured to require a reason such as items not as expected, and routes the invoice to a separate investigation step without creating a payment transaction or sending it to the payment portal, while the audit trail tracks the movement.
6:56 — Remaining invoices and an automatic queue — After the filtered invoices are processed, clearing the filter shows five invoices remaining that are not due until the end of July or the beginning of August. The queue grows on its own as invoices are approved through the PaperSave workflow or as ERP transactions are created automatically or manually.
7:47 — Entering the PairSoft Pay portal — The payment portal is reached from another tile on the home page, which not every user will have access to. Clicking it opens a window that requires a username and password and lands on the portal dashboard.
8:18 — The payment dashboard and payment mix — The dashboard summarizes payments and can be searched by buyer, supplier or vendor, invoice number, date, payment status, and stage such as processing or distributed. The presenter notes nothing is actually being paid in this environment, and that the stage view is most useful early on for watching the payment mix shift from checks toward ACH and virtual card as vendors are onboarded.
9:39 — Drilling into a single payment — Filtering down to one payment, for the vendor Wex Enterprises paid by ACH, shows the payment detail along with the individual steps and the dates involved in each step of the payment.
10:22 — Check payments and vendor choice — Vendors who insist on checks, or who receive them under specific payment arrangements or discounts, will not be forced to change. For check payments, a hyperlink leads to images of both the check sent and the processed cleared check.
11:06 — Reconciliation handled automatically — PairSoft Pay updates the payment record when payment is received, cash is settled, and checks clear, removing the need for manual reconciliation in the accounting system. Aging payments remain visible in the portal, and the presenter contrasts this with the frustration of month-end reconciliation with outstanding checks.

Questions this webinar answers

Do I need to be using PaperSave to use PairSoft Pay?

No. The document that drives the payment can be an invoice that went through the PaperSave approval process and created a transaction in the ERP system, but it can also be a document produced simply by uploading data from the ERP system for organizations not using PaperSave. Organizations using PaperSave alongside their accounting system get an additional benefit: the document’s workflow status is updated to show it has been processed to pay.

What actually happens when I click approve and pay?

Data goes in two directions at once. It goes to PairSoft Pay, described as tied to Fenixio, to pay the invoice, and it goes into the ERP system to create the payment transaction. This removes both the manual creation of the payment transaction in the accounting system and the printing of checks or processing of ACH.

How do I select which invoices to pay?

The payment review queue lists invoices that have already been approved. The list can be filtered by due date, vendor, post date, invoice date, or dollar amount, using one filter or several in combination. Once the list is narrowed, every filtered invoice can be selected and approved at once, or invoices can be opened one at a time through a hyperlink to review their details before approving.

Can someone approve the invoice but still stop the payment?

Yes. Alongside approve and pay there is a reject button. Rejecting can be configured to require a stated reason, such as items not as expected. A rejected invoice does not create a payment transaction in the ERP system and is not sent to the PairSoft Pay portal; it moves to a separate step for investigation, and the workflow audit trail tracks that movement.

What information does an individual invoice show before I approve it?

An invoice opened from the queue shows a set of fields drawn from the connected ERP system, plus workflow history covering when the document was routed, who approved it, when it was submitted to the ERP system, and the payables or invoice transaction that was created there.

Do vendors have to switch away from paper checks?

No. Vendors will not be required to change how they receive payment. Some vendors will only accept checks, and some have payment arrangements or discounts tied to receiving checks. For check payments, a hyperlink in the portal leads to images of both the check sent to the vendor and the processed, cleared check.

What can I see in the PairSoft Pay payment portal?

The portal is reached from a tile on the home page and requires a username and password; not every user will have access. The dashboard summarizes payments and can be searched or filtered by buyer, supplier or vendor, invoice number, date, payment status, and stage, such as what is in processing versus what has been distributed. Individual payments can be opened to see the steps involved and the dates for each step.

Does PairSoft Pay reduce reconciliation work in the accounting system?

Yes. As payments progress, the record is updated with when payment was received, when cash settled, and check clearing information and dates, which removes the need for manual reconciliation in the accounting system. Aging payments remain visible in the portal, and PairSoft Pay manages them rather than leaving them outstanding for months.

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